DEFENSE TECHNICAL INFORMATION CENTER DEFENSE VIRTUAL LIBRARY

Transcription

1 DEFENSE TECHNICAL INFORMATION CENTER DEFENSE VIRTUAL LIBRARY METADATA GUIDELINES FOR DIGITAL SOUND 11 October 2000, revised 19 June 2001 SILVER IMAGE MANAGEMENT Contract No. SP M-0592 (previous version) Contract No. SP M-0381 (revised version)

2 Form SF298 Citation Data Report Date ("DD MON YYYY") 19 Jun 2001 Report Type N/A Dates Covered (from... to) ("DD MON YYYY") Title and Subtitle METADATA GUIDELINES FOR DIGITAL SOUND (REVISED) Authors Contract or Grant Number SP M-0381 Program Element Number Project Number Task Number Work Unit Number Performing Organization Name(s) and Address(es) SILVER IMAGE MANAGEMENT, Scottsdale, AZ Sponsoring/Monitoring Agency Name(s) and Address(es) Defense Technical Information Center, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA Performing Organization Number(s) Monitoring Agency Acronym XD Monitoring Agency Report Number(s) DTIC/FB Distribution/Availability Statement Approved for public release, distribution unlimited Supplementary Notes This manual replaces ADA Abstract These guidelines contain instructions for cataloging digital sound (aduio) as part of the Defense Technical Information Center (DTIC) Defense Virtual Library (DVL). This project was initiated by DTIC in cooperation with the Defense Advanced Research Projects Agency (DARPA) and the Corporation for National Research Initiatives (CNRI). Over 60 data elements (fields) have been described, all of which conform to the Machine Readable Cataloging (MARC) and Anglo-American Cataloging Rules, 2nd edition (AACR2) standards. MARC guidelines follow those in "MARC21 Format for Bibliographic Data." Examples for each data element and sample records are presented. This manual is also available at the Defense Virtual Library Web site, Subject Terms *SOFTWARE ENGINEERING, *BIBLIOGRAPHIES, DIGITAL SYSTEMS, DEPARTMENT OF DEFENSE, DATA MANAGEMENT, SOUND, CATALOGS, LIBRARIES, TECHNICAL INFORMATION CENTERS, METADATA, DVL(DEFENSE VIRTUAL LIBRARY), MARC(MACHINE-READABLE CATALOGING), DIGITAL SOUND

3 Document Classification unclassified Classification of Abstract unclassified Classification of SF298 unclassified Limitation of Abstract unlimited Number of Pages 121

4 Metadata Guidelines for Digital Sound p. 1 TABLE OF CONTENTS GENERAL INFORMATION... 3 MARC FIELD GUIDELINES... 7 LEADER CONTROL NUMBER DATE AND TIME OF LATEST TRANSACTION FIXED-LENGTH DATA ELEMENTS--ADDITIONAL MATERIAL CHARACTERISTICS PHYSICAL DESCRIPTION FIXED FIELD FIXED LENGTH DATA ELEMENTS LIBRARY OF CONGRESS CONTROL NUMBER OTHER STANDARD IDENTIFIER PUBLISHER NUMBER DATE/TIME AND PLACE OF AN EVENT SYSTEM CONTROL NUMBER SOURCE OF ACQUISITION (ORDER NUMBER) CATALOGING SOURCE CALL NUMBER MAIN ENTRY: PERSONAL NAME MAIN ENTRY: CORPORATE NAME MAIN ENTRY: MEETING NAME MAIN ENTRY: UNIFORM TITLE UNIFORM TITLE TITLE VARIANT TITLE EDITION STATEMENT DATE OF EXECUTION PHYSICAL DESCRIPTION PLAYING TIME ORGANIZATION AND ARRANGEMENT SERIES STATEMENT/ADDED ENTRY (TITLE) GENERAL NOTE WITH NOTE FORMATTED CONTENTS NOTE RESTRICTIONS ON ACCESS NOTE CITATION/REFERENCES NOTE PARTICIPANT/PERFORMER NOTE DATE/TIME AND PLACE OF EVENT SUMMARY NOTE ADDITIONAL PHYSICAL FORM AVAILABLE NOTE REPRODUCTION NOTE LOCATION OF ORIGINALS/DUPLICATES NOTE TERMS GOVERNING USE & REPRODUCTION NOTE... 66

5 Metadata Guidelines for Digital Sound p IMMEDIATE SOURCE OF ACQUISITION NOTE BIOGRAPHICAL OR HISTORICAL NOTE LANGUAGE NOTE CUMULATIVE INDEX/FINDING AIDS NOTE COPY AND VERSION IDENTIFICATION NOTE LINKING ENTRY COMPLEXITY NOTE PUBLICATIONS NOTE ACTION NOTE SUBJECT ADDED ENTRY: PERSONAL NAME SUBJECT ADDED ENTRY: CORPORATE NAME SUBJECT ADDED ENTRY: MEEETING NAME SUBJECT ADDED ENTRY: UNIFORM TITLE SUBJECT ADDED ENTRY: TOPICAL TERM SUBJECT ADDED ENTRY: GEOGRAPHIC NAME SUBJECT ADDED ENTRY: UNCONTROLLED INDEX TERM SUBJECT ADDED ENTRY: FORM/GENRE ADDED ENTRY: PERSONAL NAME ADDED ENTRY: CORPORATE NAME ADDED ENTRY: MEETING NAME ADDED ENTRY: UNIFORM TITLE ADDED ENTRY: UNCONTROLLED RELATED/ANALYTICAL TITLE HOST ITEM ENTRY NONSPECIFIC RELATIONSHIP ENTRY LOCATION ELECTRONIC LOCATION & ACCESS XX EQUIVALENCE AND CROSS-REFERENCE FIELDS CATALOGER S NOTE SHORT TERM TEMPORARY NOTE LOCAL RECORD HISTORY SAMPLE RECORDS REQUIRED AND OPTIONAL DATA ELEMENTS END OF FIELD PUNCTUATION BIBLIOGRAPHY FOR CATALOGING RECORDED SOUND MATERIALS

6 Metadata Guidelines for Digital Sound p. 3 GENERAL INFORMATION General Description of Project These guidelines contain general instructions for cataloging digital sound files as part of the Defense Technical Information Center (DTIC) pilot Defense Virtual Library (DVL). This project was initiated by DTIC in cooperation with the Defense Advanced Research Projects Agency (DARPA) and the Corporation for National Research Initiatives (CNRI). The guidelines are intended for use during DVL sound cataloging at the pilot and production level. They can also be used to evaluate the quality of bibliographic records provided by holding institutions participating in DVL in the future. 1 Metadata provided by the holding institution should be able to be mapped to the fields detailed. More than 60 fields are described in this manual, all of which conform to the Machine Readable Cataloging (MARC) format and Anglo-American Cataloging Rules, 2 nd edition (AACR2) standards. MARC guidelines follow those in MARC21 Format for Bibliographic Data, a revision of earlier editions of the USMARC Format for Bibliographic Data. Recorded sound catalog records were created in Microsoft Word and subsequently converted to the MARC format, after DTIC selected Minaret software 2 for bibliographic data entry. DVL recorded sound cataloging uses customized versions of Minaret-supplied OCLC (Online Computer Library Catalog) workforms as templates for data entry. The sound portion of the DVL includes recordings containing oral history, music, speeches, and sound digitized from cassettes and compact discs. Some recordings are published while others are not, and cataloging practice differs between the two. The DVL does not anticipate frequent inclusion of published sound recordings since this material is widely available, but rare or unique published sound recordings may be included. Information about the use of each field in order to describe both published and unpublished material is provided in the field descriptions. These guidelines serve as a generic base for cataloging digital sound. Collections may be chosen for inclusion in the DVL that present special considerations not covered. Here, cataloging information about the most common descriptive elements and their use is presented, but all future cataloging will need to be examined on a project-by-project basis to determine any necessary changes or revisions to the guidelines. Although these 1 This cataloging manual uses the term holding institution to refer to the repository that contains the item that was used to create the electronic file for the DVL. For DVL purposes, these holding institutions include producing agencies, sponsoring agencies, suppliers, creators, archives and others. 2 Minaret is a product of Cactus Software, Inc., 10 W. 15 th St., Suite 720, New York, NY

7 Metadata Guidelines for Digital Sound p. 4 guidelines focus on describing digital sound, practices outlined are also applicable to the description of sound recordings that do not exist in digital format. Standardized Sources Bibliographic records created conform to rules outlined in AACR2 and other specialized recorded sound cataloging manuals (see bibliography). Standard subject headings can be selected from the Library of Congress Subject Headings (LCSH), the Art and Architecture Thesaurus (AAT), and the Defense Technical Information Center Thesaurus. Names indexed as main or added entries match the Library of Congress Name Authority File (NAF) or are used with records that have no conflict with headings in the NAF at the time of creation. Instructions for using Library of Congress bibliographic records describing published recordings for copy cataloging purposes are included in these guidelines in case future project work can utilize these resources. For further cataloging questions about generic cataloging practices, refer to AACR2 and MARC21. MARC Cataloging and Format of Metadata Guidelines The guidelines are organized according to MARC field sequence. It includes information about MARC field usage, subfields, and indicators, as well as cataloging examples. Fields are represented in MARC by a 3-digit number, or tag. Fields are input in numeric tag order. 3 Indicators are expressed in 2 character positions, following each tag. At times, one or both of the indicator positions has not been defined in MARC, and is left blank. In other cases, the indicators contain numerical codes or a blank. Some indicators represent display constants, which provide system generated terms or phrases at the beginning of the field. Fields also contain one or more subfields that are coded with letters of the alphabet or numbers. MARC records also contain coded information that enables automated catalog systems in searching and retrieval. This includes the leader (a 24 character position field with coded information about the bibliographic record); directory (an automated description of the tags and number of characters within a record); and fixed field codes (including the 006, 007, and 008 fields). Fixed fields are limited in length and contain codes, but do not contain indicators or subfields. The number of character positions for each fixed field is established, with each position representing a data element. The Metadata Guidelines highlight standard codes anticipated for regular use in recorded sound cataloging. Options identified for each character position are listed in alphabetical or numerical order following the position entry. Additional coding options are documented in MARC21. 3 Inputting according to numeric order follows practice established in the CONSER Cataloging Manual, Module 31, Remote Access Computer File Serials, Part 2, section as well as other guidelines that no longer strictly adhere to AACR2 field order.

8 Metadata Guidelines for Digital Sound p. 5 Cataloging examples are presented in plain text and in coded MARC format if they are not composed solely of codes. Whenever possible, examples are drawn from DVL catalog records. When there is no example of field use within DVL, examples have either been taken from outside sources or devised. All of the fields, subfields, and codes that are available in MARC are not listed in these guidelines. An explanation of the use of the fields, indicators, subfields, and fixed fields can be found in published MARC documentation; these guidelines highlight standard coding practice anticipated for use in DVL sound cataloging. Other options identified within MARC may be applicable to future DVL cataloging and description. Technical metadata MARC has been selected as the best resource discovery tool for populating the DVL. It was implemented at the inception of the project. Although it accommodates bibliographic description, it is not capable of providing the necessary shell to contain all technical metadata related to the digital object. 4 Instructions in use of MARC fields that are appropriate for technical metadata related to long-term digital preservation are included in these guidelines (these fields include but are not limited to the 533, 583 and 856). During another component of the project, an effort was made to identify essential technical metadata and map it to the MARC format so that all metadata could reside in a single system. 5 However, it appears that the MARC format as it stands in 2001 is not sufficient to accommodate the extensive metadata required for management of digital materials. DVL project managers expect to use another system to manage technical metadata that does not fit within the traditional MARC structure. It is anticipated that these data elements can be accommodated with the addition of an Extensible Markup Language (XML) Document Type Definition (DTD) that is specific to technical metadata. Exploration of digital long-term preservation has led the DVL to create preliminary guidelines identifying Technical Metadata for the Long-Term Management of Digital Materials. 6 In cases where identified metadata is appropriate to both the MARC format and the technical metadata aspect, there may be some degree of redundancy. As systems or tools that manage technical metadata are developed, practice regarding maintenance of technical metadata will change. Collections and items 4 The term technical metadata is used in these guidelines to describe administrative, structural and preservation metadata. 5 Technical Metadata Essential to Preservation and Management of Digital Material was included in the 10/11/2000 version of the Metadata Guidelines for Digital Moving Images.. 6 Technical metadata documentation is no longer contained with the Metadata Guidelines for Digital Moving Images. The Technical Metadata for the Long-Term Management of Digital Materials: Preliminary Guidelines will be available in the near future on the Project Notes page of the DVL web site at

9 Metadata Guidelines for Digital Sound p. 6 In most cases, information is provided for item-level cataloging instead of collectionlevel cataloging. DVL sound cataloging has followed cataloging practices established for photographs and moving images, which also focus on the item. In DVL sound cataloging, an item includes a single song from a recording, a sound effect from a recording, an excerpt from an interview, or an entire recording (i.e., record album, cassette tape or compact disc). Some fields described in these guidelines are only used in collection-level cataloging. In these cases, the field description indicates that the tag applies only to collection-level records. Acknowledgements DVL project officers were major contributors to the content and organization of the Metadata Guidelines. The guidelines also use formatting, structure and terminology from AACR2, MARC21 and Library of Congress Prints and Photographs Division in-house data dictionaries. Other reference sources consulted appear in the bibliography within these guidelines.

10 Metadata Guidelines for Digital Sound p. 7 MARC FIELD GUIDELINES

11 Metadata Guidelines for Digital Sound p. 8 LEADER Leader MARC Definition (OCLC code) Codes Descriptions /00-/04 Logical record length 5 character number recording the length of the record, generally system-supplied /05 Record Status (RecStat:) n New c Corrected, revised /06 Type of record (Type:) i Nonmusical sound recording j Musical sound recording m Computer file /07 Bibliographic level (Blvl:) m Monograph/item /08 Type of control (Ctrl:) / Blank, no specified type /09 Character coding scheme / Blank, MARC-8 /10 Indicator count 2 Number of positions used for indicators /11 Subfield code count 2 Number of positions used for subfields /12-/16 Base address of data 5 character number recording the location of the first variable control field in the record, generally systemsupplied /17 Encoding level (Elvl:) 7 Minimal level /18 Descriptive cataloging form a AACR2 (Desc:) /19 Linked record requirement / Blank /20 Length of the length of field 4 /21 Length of the starting 5 character position /22 Length of the 0 implementation defined portion /23 Undefined 0 Undefined Indicators: Indicator codes and subfield codes are not defined for this field. Data elements are defined by their position. Leader

12 Metadata Guidelines for Digital Sound p. 9 Position/Spacing: This field does not end with a mark of punctuation. Default values: Note that fixed field character positions begin with position zero (0), not one (1). Most of the characters in this field are system generated and can be defaulted into the record. The code in positions /06 and /07 will vary from record to record. For the DVL, the /07 position has been defaulted to m (monograph/item). This may change in future cataloging to represent subunits, collections, and monographic component part (codes d, c and a) as necessary. The leader field is a fixed-length field of 24 characters that defines the parameters of the bibliographic record. Note: Plain text examples not provided for coded fields. LEADER: 00000nim// a/4500 /06 represents: nonmusical sound recording. Leader

13 Metadata Guidelines for Digital Sound p CONTROL NUMBER 001 Control number System-generated control number Indicators: Indicator codes and subfield codes are not defined for this field. This field does not end with a mark of punctuation. This field contains a unique control number (usually system-generated). The prefix DTIC is being used at the start of all DVL control numbers. A six-digit control number is being created with the use of leading zeros when generating the number. The DVL will not add a suffix code to identify specific collections in this field (for example, adding /AF to represent the Air Force collection), but may choose to add a project code to the 985 field in the future. DTIC DTIC

14 Metadata Guidelines for Digital Sound p DATE AND TIME OF LATEST TRANSACTION 005 Date and time of latest transaction Indicators: Indicator codes and subfield codes are not defined for this field. This field does not end with a mark of punctuation. This is a field generated by the system at the moment of the latest record transaction. The field specifies the date and time that the record was most recently revised, according to the pattern yyyymmdd (4 positions for year, 2 for month, 2 for day) and hhmmss.f (2 positions for hour, 2 for minute, 2 for seconds, and 2 for fractions of a second, including the decimal point). Note: Plain text examples not provided for coded fields. 005 // Represents: July 17, 1999, 10:10:10 p.m. 005

15 Metadata Guidelines for Digital Sound p FIXED-LENGTH DATA ELEMENTS--ADDITIONAL MATERIAL CHARACTERISTICS 006 Fixed-length data elements Additional material characteristics Coding for the /00 position for computer files is m. This is an 18-character position field. MARC Definition (OCLC codes) Codes Descriptions /00 Form of material m Computer file /01-/04 Undefined / Blank /05 Target audience / Blank; not specified /06-/08 Undefined / Blank /09 Type of computer file h Sounds /10 Undefined / Blank /11 Government publication / Blank, not gov. publication f Federal/national u Unknown z Other No attempt to code /12-/17 Undefined / Blank Indicators: Indicator codes and subfield codes are not defined for this field. This field does not end with a mark of punctuation. Default values: Some of the characters in this field are constant and can be defaulted into the record. Note that fixed field character positions begin with position zero (0), not one (1). The 006 field is a fixed-length field that describes characteristics of additional materials. Types of material are represented by codes. These codes correspond to the /18-/34 positions in the 008 field. This field can be used to record electronic aspects for items that are not coded in the Leader /06 as computer files. 006

16 Metadata Guidelines for Digital Sound p. 13 Note: Plain text examples not provided for coded fields. 006 m//////h/f////// Represents: computer file, sound, federal government publication 006

17 Metadata Guidelines for Digital Sound p PHYSICAL DESCRIPTION FIXED FIELD 007 Physical description fixed field Note: This field includes coding information for sound recordings and computer files. Coding for each format is listed in the two separate charts that follow. Coding for the /00 position for sound recordings is s. This is a 14-character position field. See MARC 21 for additional options. MARC Definition (OCLC codes) Codes Descriptions /00 Category of material (COM:) s Sound recording /01 Specific material designation See MARC 21 for options (SMD:) d Sound disc s Sound cassette t Sound tape reel z Other sound medium type /02 Undefined (OR:) / Blank /03 Speed (SPD:) See MARC 21 for options b 33 1/3 rpm (standard LP disc) c 45 rpm (standard single and EP disc) d 78 rpm f 1.4 m. per sec. (compact disc) l 1 7/8 ips (standard cassettes) u Unknown z Other speed /04 Configuration of playback channels m Monaural (SND:) q Quadraphonic s Stereophonic u Unknown /05 Groove width/groove pitch (SSN:) n Not applicable (tape and CD) u Unknown /06 Dimensions (DIM:) See MARC 21 for options e 12 in. g 4 ¾ in. or 12 cm. j 3 7/8 x 2 ½ in. (standard cassette) u Unknown 007

18 Metadata Guidelines for Digital Sound p. 15 MARC Definition (OCLC codes) Codes Descriptions /07 Tape width (WID:) l 1/8 in. (standard cassette) n Not a tape u Unknown /08 Tape configuration (TC:) n Not applicable, not a tape u Unknown /09 Kind of disc, cylinder or tape (KD:) No attempt to code /10 Kind of material (KM:) No attempt to code /11 Kind of cutting (KC:) No attempt to code /12 Special playback characteristics No attempt to code (RC:) /13 Capture and storage tech. (CAP:) No attempt to code Use (pipe) for codes /01 through /08 to indicate that no attempt was made to code the position/s. 007

19 Metadata Guidelines for Digital Sound p. 16 Coding for the /00 position for computer files is c. This is a 14-character position field. See MARC 21 for additional options. MARC Definition (OCLC codes) Codes Descriptions /00 Category of material (COM:) c Computer file /01 Specific material designation o Optical disc (SMD:) r Remote u Unspecified /02 Undefined / Blank /03 Color (CL:) n Not applicable /04 Dimensions (DIM:) See MARC 21 for options n Not applicable /05 Sound (SND:) a Sound /06-/08 Image bit depth (IMBD:) nnn Not applicable /09 File formats (NFF:) a One file format m Multiple file formats /10 Quality assurance targets a Absent (QAT:) n Not applicable p Present /11 Antecedent/source (SRC:) a File reproduced from original c File reproduced from computer file d File reproduced from an intermediate (not microform) /12 Level of compression a Uncompressed (COMP:) b Lossless d Lossy m Mixed /13 Reformatting quality a Access (REFQ:) p Preservation u Unknown Use (pipe) for codes /01 through /13 to indicate that no attempt was made to code the position/s. Indicators: Indicator codes and subfield codes are not defined for this field. 007

20 Metadata Guidelines for Digital Sound p. 17 This field does not end with a mark of punctuation. Default values: Some of the characters in this field are constant and can be defaulted into the record. Note that fixed field character positions begin with position zero (0), not one (1). The 007 field is a physical description field. Types of materials are represented by codes. Use (pipe) to indicate that no attempt was made to code any position after the /00. Another option is to code zm in the 007/00-/01 to indicate that the field is unspecified. The (pipe) symbol is used to indicate that there has been no attempt to code information in positions /09 through /13. It may also be used with regularity for positions /05 through /08. Code /12, level of compression is non-reversible and lossy (code d) for audio materials. This is a repeatable field that could be used in the DVL to code different physical formats represented by the bibliographical records, so that the same record could convey information about both the original material (i.e. sound recording) and the digital representation. To date, bibliographic records have not included the addition of the 007c to represent computer files. Note: Plain text examples not provided for coded fields. 007 sd/fs/gnn Represents: sound recording, sound disc, 1.4 m. per sec., stereophonic, no grooves, 4 ¾ in., not a tape (width or configuration), no attempt to code kind of disc, material, cutting, special playback characteristics or capture and storage technique. 007 ss/ls/jlu Represents: sound recording, sound cassette, 1 7/8 ips., stereophonic, no grooves, 3 7/8 x 2 ½ in., 1/8 in. tape width, unknown tape configuration, no attempt to code kind of disc, material, cutting, special playback characteristics or capture and storage technique. 007 co/nnannnmaama Represents: computer file, optical disc, no color, dimensions not applicable, sound, no image bit depth value, multiple file formats, no quality assurance targets present, file reproduced from original, mixed compression, access reformatting quality. 007

21 Metadata Guidelines for Digital Sound p Fixed length data elements Coding for sound and music materials. 008 FIXED LENGTH DATA ELEMENTS MARC Definitions (OCLC codes) Codes Descriptions /00-/05 Date entered on file (Entrd:) System-generated /06 Type of date (Dtst:) s Single date e Detailed date q Questionable date n Unknown date i Inclusive dates (collections only) /07-/10 Date 1 (Dates:) 4-digit date 1 /11-/14 Date 2 4-digit date 2 /15-/17 Place of production (Ctry:) xxu United States xx/ Unknown For other countries, see code list. /18-/19 Form of composition (Comp:) an Anthems mr Marches nn Not applicable sg Songs uu Unknown zz Other /20 Format of music (Fmus:) n Not applicable /21 Undefined / Blank /22 Target audience (Audn:) / Not specified; blank. /23 Form of item (Form:) / None of the following /24-/29 Accompanying matter (Accm:) / No accompanying matter /30-/31 Literary text for sound recordings (LTxt:) d Libretto or text / Musical sound l Lectures, speeches s Sounds t Interviews n Not applicable /32-/34 Undefined / Blank /35-/37 Language (Lang:) /// No language; blank. eng English und Undetermined For other languages, see code list. /38 Modified record (MRec:) / Blank, not modified /39 Cataloging source (Srce:) d Other Use (pipe) for codes /18 through /39 to indicate that no attempt was made to code the position/s. 008

22 Metadata Guidelines for Digital Sound p. 19 Indicators: Indicator codes and subfield codes are not defined for this field. This field does not end with a mark of punctuation. Default values: Some of the characters in this field are system-generated and can be defaulted into the record. The 008 field contains coded information about the nature of the record and its special aspects. This field is not repeatable. Types of materials are represented by codes. The format for coding music and recorded sound is provided here. This field describes properties of the primary material being described; the 006 field can be used in addition to the 008 to represent characteristics of additional materials, including multiple formats. For example, the 008 has been used for sound and music codes, while the 006 could be implemented to describe properties related to audio computer files. Note that fixed field character positions begin with position zero (0), not one (1). This field contains 40 characters. Refer to MARC21 for additional coding options related to composition in / Refer to the MARC21 code list at for additional country codes to enter in /15-17 or additional language codes to enter in / Note: Plain text examples not provided for coded fields e xxumrn//////////////////d Represents: record created 1 May 1999, exact date of item 11 September 1992, U.S. production, march, target audience not specified, no accompanying matter, musical sound, no language, other cataloging source s1995////xxunnn/////////t////eng/d Represents: record created 9 September 1999, single date of item 1995, U.S. production, music composition not applicable, target audience not specified, no accompanying matter, interview, English language, other cataloging source 008

23 Metadata Guidelines for Digital Sound p LIBRARY OF CONGRESS CONTROL NUMBER 010 LC control number a LCCN Indicators: Indicator codes are not defined for this field. This field does not end with a mark of punctuation. Information is separated with a slash. Prefixes are entered in lowercase, while suffixes are entered in uppercase. This field is exclusively for use with published materials when the Library of Congress has assigned a unique number for the item. Information in this field is taken from the 001 field of the LC bibliographic record, and is used to refer to the original source of cataloging information in copy cataloging // Øa

24 Metadata Guidelines for Digital Sound p OTHER STANDARD IDENTIFIER 024 Other standard identifier a Number or code d Additional codes z Invalid numbers Indicators: First Type of number or code 0 International Standard Recording Code 1 Universal Product Code Second Difference indicator Blank No information provided This field does not end with a mark of punctuation. This field is exclusively for use with published materials when a standardized recording number is available. The International Standard Recording Code (IRSC) is a 12-digit code. The Universal Product Code (UPC) is a 12-digit code. NLC / ØaISRCNLC Represents IRSC code 024 1/ Øa Represents: UPC code 024

25 Metadata Guidelines for Digital Sound p PUBLISHER NUMBER 028 Publisher number a Publisher number b Source Indicators: First Type of number 0 Issue number 1 Matrix number 3 Other music number Second Note/added entry 0 No note, no added entry This field does not end with a mark of punctuation. Transcribe publisher numbers as they appear, including all spaces, hyphens, and other punctuation marks. Separate the first and last numbers of a sequence with a dash. This field is exclusively for use with published materials when a publisher number is available. This field is repeatable for multiple numbers. Optionally, any matrix numbers can be followed with (matrix). MC Mark Custom Records PE 1-10 Hollywood Edge Sound Effects Library ØaMC-20837ØbMark Custom Records ØaPE 1-10ØbHollywood Edge Sound Effects Library 028

26 Metadata Guidelines for Digital Sound p DATE/TIME AND PLACE OF AN EVENT 033 Date/time and place of event a Formatted date/time Indicators: First Type of date Blank No date information 0 Single date 1 Multiple single dates 2 Range of dates Second Type of event Blank No information provided 0 Capture 1 Broadcast 2 Finding Use a hyphen for any unknown digits in the first eight characters of the coded string. This field does not end with a mark of punctuation. This field contains coded information about the date and time of the event, formatted as yyyymmddhhmm+/-hhmm (representing Time Differential Factor information). The first eight character positions yyyymmdd (4 positions for year, 2 for month and 2 for day) are mandatory if this field is used to convey date and time information. The next 9 character positions represent time (as hour and minute) and Time Differential Factor information. These positions are not anticipated to be necessary in DVL cataloging. Use of this field has not been implemented in the DVL to date. Coded information used in this field is also entered as a note in the 518 field (Date/time and place of event) / Øa / Øa

27 Metadata Guidelines for Digital Sound p SYSTEM CONTROL NUMBER 035 System control number a Number Indicators: Indicator codes are not defined for this field. This field does not have an ending mark of punctuation unless one is present as part of the data. The field contains the identification number designed by DTIC for the DVL. DVL audio control numbers begin with the prefix SD. This identification number also serves as the Handle for the digital object and is used as the Uniform Resource Identifier (in field 856, subfield u). SD1 035 // ØaSD1 035

28 Metadata Guidelines for Digital Sound p SOURCE OF ACQUISITION (ORDER NUMBER) 037 Source of acquisition a Stock number b Source of number c Terms of availability Indicators: Indicator codes are not defined for this field. This field does not have an ending mark of punctuation unless one is present as part of the data. This field contains acquisition information for ordering copies of sound recordings. It includes the order number (or other identifying number), source information, and a description of the type of reproduction available or its price. This field records identification numbers that specifically relate to the reproduction copy, not necessarily to the original version of the sound recording. Subfield b contains the code defining the source of the reproduction number. The codes for organizations are maintained at the Library of Congress. MARC Code Lists: Organizations can be accessed at The organizational code for DTIC is ViFbDTIC. DTIC policy is to input all DTIC ADA numbers in the 037 field without any punctuation, including the use of hyphens and spaces. ADM12345 ViFbDTIC (copy sound cassette) 037 // ØaADM12345ØbViFbDTICØc(copy sound cassette) Fabricated example. 037

29 Metadata Guidelines for Digital Sound p CATALOGING SOURCE 040 Cataloging source a Original agency d Modifying agency e Description conventions Indicators: Indicator codes are not defined for this field. This field does not end with a mark of punctuation. This field is exclusively for use with published materials when a cataloging record is being copied. Since the DVL has not had occasion to implement copy cataloging, this field has not been used to date. It contains the code defining the cataloging source that created the original record. The codes for organizations are maintained at the Library of Congress. MARC Code Lists: Organizations can be accessed at The organizational code for DTIC is ViFbDTIC. The field also contains information about the descriptive conventions used in cataloging. For example, the subfield e code representing the Oral History Cataloging Manual is ohcm, and the code for Archives, Personal Papers and Manuscripts is appm. DLC ViFbDTIC ohcm 040 // ØaDLCØdViFbDTICØeohcm Represents: cataloging produced and input by the Library of Congress, modified by DTIC, using Oral History Cataloging Manual conventions 040

30 Metadata Guidelines for Digital Sound p CALL NUMBER 099 Local Call Number a Local call no. Indicators: Indicator codes are not defined for this field. This field does not end with a mark of punctuation. This field contains the identification number supplied by the holding institution as the call number. This identification number is the number that the holding institution associates with the recording. 0010/9 K TAPE // Øa0010/9 099 // ØaK TAPE 1 099

31 Metadata Guidelines for Digital Sound p MAIN ENTRY: PERSONAL NAME 100 Main Entry: Personal Name a Personal name b Numeration c Titles q Fuller form of name d Dates e Relator term Indicators: First Type of name 0 Forename 1 Surname 3 Family name Second Undefined Blank Note: Use the first indicator 0 (forename) for names to be formatted in direct order. Use the first indicator 1 (surname) for names to be formatted in inverted order, or names without a forename. Use the first indicator 1 (family name) for names that refer to a group. Headings are entered exactly as they appear in the name authority file. If the heading contains initials, there is a space entered between them (e.g., Marsh, A. B., and not Marsh, A.B.). This field ends with a period or other mark of punctuation. If an open life date is used in the record, do not use a comma before entering the relator term and do not end with a period. This field contains the name of the person responsible for the intellectual/artistic content of the material. If more than one individual is responsible, use this field for the person with primary responsibility and use an Added Entry (7xx) to list other responsible parties. Search the Library of Congress Name Authority File (NAF) for the proper form of this name, and enter the name exactly as it appears. A relator term can be added to designate the person s role in creation. 100

32 Metadata Guidelines for Digital Sound p. 29 Relator terms that may be used in the DVL include the following: announcer, arranger, commentator, composer, conductor, interviewee, musical group, narrator, performer, speaker, and vocalist. Do not add a relator term if the role in creation is unclear. 7 There is only one main entry field used in each record, so a determination must be made about primary responsibility in selecting a Personal Name, Corporate Name, or Meeting Name. Other responsible agents can be included in the Added Entry fields (7xx). If the main entry name is not found in NAF, based on information available it can either be included in this field or recorded in a general note. Everest, Frank Kendall, interviewee. Sousa, John Philip, / ØaEverest, Frank Kendall,Ød1902-Øeinterviewee / ØaSousa, John Philip,Ød DVL uses the subfield e to clearly name the relationship between the name and the work. Another option is to use subfield 4 with relator codes like cmp (composer), nrt (narrator), and prf (performer). A code list of relator terms is maintained by the Library of Congress and is available at 100

33 Metadata Guidelines for Digital Sound p MAIN ENTRY: CORPORATE NAME 110 Main Entry: Corporate Name a Corporate name b Subordinate units e Relator term Indicators: First Type of name 0 Inverted name 1 Jurisdiction name 2 Name in direct order Second Undefined Blank Headings are entered exactly as they appear in the name authority file. If the heading contains initials, there is no space entered between them (e.g., W.B. Smith and Co., and not W. B. Smith and Co.). This field ends with a period or other mark of punctuation. This field contains the name of the corporate body chiefly responsible for the intellectual content of the material, like a musical group or oral history project name. If more than one creator is responsible, use this field for the corporate body with primary responsibility and use an Added Entry (7xx) to list other responsible parties. Search the Library of Congress Name Authority File (NAF) for the proper form of this name, and enter the name exactly as it appears. A relator term can be added to designate the corporate role in creation. Relator terms for groups that may be used in the DVL include the following: composer, musical group, and performer. Do not add a relator term if the role in creation is unclear. 8 There is only one main entry field used in each record, so a determination must be made about primary responsibility in selecting a Personal Name, Corporate Name, or Meeting Name. If the main entry name is not found in NAF, based on the information available it can either be included in this field or recorded in the general note. 8 DVL uses the subfield e to clearly name the relationship between the name and the work. Another option is to use subfield 4 with relator codes like cmp (composer) and prf (performer). A code list of relator terms is maintained by the Library of Congress and is available at 110

34 Metadata Guidelines for Digital Sound p. 31 For names not found in NAF, which do not conflict with NAF files, the name of the corporate body can be entered here or recorded in a note field. The clarification (Musical group) can follow the name if it aids in its identification. Add this type of clarification only in instances where the concept of the corporate body is not conveyed by the name itself. Air Combat Command Heritage of America Band. Walt Disney Productions, publisher. New York Motion Picture Industry Oral History Project. Tailhook Association. 82 nd Airborne Division Association / ØaAir Combat Command Heritage of America Band / ØaWalt Disney Productions,Øepublisher / ØaNew York Motion Picture Industry Oral History Project / ØaTailhook Association / Øa82 nd Airborne Division Association. 110

35 Metadata Guidelines for Digital Sound p MAIN ENTRY: MEETING NAME 111 Main Entry: Meeting Name a Meeting name n Number of meeting d Date of meeting c Location of meeting e Subordinate unit Indicators: First Type of name 0 Inverted name 1 Jurisdiction name 2 Name in direct order Second Undefined Blank Headings are entered exactly as they appear in the name authority file. This field ends with a period or other mark of punctuation. This field contains the name of the meeting chiefly responsible for sound recording. Search the Library of Congress Name Authority File (NAF) for the proper form of this name, and enter the name exactly as it appears. There is only one main entry field used in each record, so a determination must be made about primary responsibility in selecting a Personal Name, Corporate Name, or Meeting Name. Other responsible agents can be included in the Added Entry fields (7xx). Most sound recordings in the DVL will not use the meeting name for main entry. 111

36 Metadata Guidelines for Digital Sound p. 33 World s Columbian Exposition (1893 : Chicago, Ill.) Tailhook Symposium Military Librarians Workshop 111 2/ ØaWorld s Columbian Exposition Ød(1893 :ØcChicago, Ill.) 111 2/ ØaTailhook Symposium / ØaMilitary Librarians Workshop. 111

37 Metadata Guidelines for Digital Sound p MAIN ENTRY: UNIFORM TITLE 130 Main Entry: Uniform Title a Uniform title Indicators: First Nonfiling characters 0-9 Second Undefined Blank Note: The first indicator is for nonfiling characters. This number can range from 0 to 9, based on the number of characters in the initial article/s to ignore (for example, if a title begins with The, nonfiling characters would be 4, representing 3 characters of the word and the additional space before the next word). Headings are entered exactly as they appear in the name authority file. This field ends with a period or other mark of punctuation. for anonymous works This field contains a uniform title used as a main entry. Examples of the use of this field are for names of radio or television programs, motion pictures, videorecordings, treaties and intergovernmental agreements as well as serial titles. Uniform titles are also used in music cataloging for works that appear under multiple titles and for anonymous titles. Use the 130 field for a uniform title as the main entry, and use the 240 field (uniform title) to associate the uniform title with a main entry. Three little pigs. Beowulf / ØaThree little pigs / ØaBeowulf. 130

38 Metadata Guidelines for Digital Sound p UNIFORM TITLE 240 Uniform title a Uniform title Indicators: First Not printed or displayed 0 Second Nonfiling characters 0-9 Note: The second indicator is for nonfiling characters. This number can range from 0 to 9, based on the number of characters in the initial article/s to ignore (for example, if a title begins with The, nonfiling characters would be 4, representing 3 characters of the word and the additional space before the next word). This field does not end with a mark of punctuation unless one appears as part of the title, or it is required to end an abbreviation or initial. This field is only used when there is also a 1xx main entry field. Use the 130 field for a uniform title as the main entry, and use the 240 field (uniform title) to associate the uniform title with a main entry (1XX). This field is used in addition to the 245 (Title) field, not instead of it. A work that has appeared with various titles can be explained with the addition of a uniform title along with the title in the 245. This field would mostly be used in music cataloging (for example, to collate all copies of Beethoven s 9 th regardless of language or form of title). Uniform titles can be found by searching the Library of Congress Name Authority File (NAF) for the proper form of the title, and entering the title exactly as it appears. This field will not commonly be used to catalog sound recordings in the DVL. Stars and stripes forever / ØaSousa, John Philip,Ød ØaStars and stripes forever ØaThe Stars and stripes foreverøh[sound recording]/øcj.p. Sousa. 240

39 Metadata Guidelines for Digital Sound p TITLE 245 Title a Title b Remainder of title c Remainder of transcription h Medium n Number of part p Name of part Indicators: First No main entry (1xx) 0 Main entry (1xx) 1 Second Nonfiling characters 0-9 Note: The second indicator is for nonfiling characters. This number can range from 0 to 9, based on the number of characters in the initial article/s to ignore (for example, if a title begins with The, nonfiling characters would be 4, representing 3 characters of the word and the additional space before the next word). This field ends with a period. Enclose devised titles in brackets. Precede other title information with space, colon, space. Precede the statement of responsibility with a space, slash, space. Precede each statement of responsibility with a space, semicolon, space. The general material designation (GMD) is enclosed in brackets. Generally, a comma or dashes can be substituted for other forms of punctuation (like a colon, slash, or equal sign) that appear in the title proper. Replace ellipsis or brackets with a dash or parentheses. The field begins with subfields a (then subfield p if used) and h, followed by the subfields b, c, and n when used. This field contains title information. Titles are to be based on the original title listed on the recorded sound material (on the recording itself or on associated material like the tape box or record label) and transcribed as found. Title information should be taken from the primary source of information. For sound recordings, the chief source of information is the item itself or accompanying materials like containers and labels. 245

40 Metadata Guidelines for Digital Sound p. 37 Bracketed information can be added to transcribed titles to clarify information or record inaccuracies. Misspelled words can be followed by [sic] or by the abbreviation i.e. followed by a clarification (for example, USAFHRA [i.e. United States Air Force Historical Research Agency] ). Abbreviated words in a transcribed title that are readily apparent need not be clarified by a bracketed clarification (for example, use of bldg. to represent building). The cataloger creates devised titles if no title appears on any primary documentation. The cataloger may choose to use information from secondary sources like reference books in devising a title when the primary documentation available is too scant to be useful or cannot be interpreted, or the cataloger can describe the content of the recording. Patterns for devising titles may be created on a project-by-project basis. For example, all oral history interviews can begin with the phrase [Oral history interview with ] or sounds can follow the pattern [Sound of ]. Enter all devised titles in brackets. When devising a title, it may not be necessary to also create a summary note (520); instead the title usually can contain the same information that would be placed in the summary note. Be as descriptive as possible when devising titles. Information about responsible agents can be transcribed as found in the subfield Øc (Remainder of transcription). Responsible agents include composers, arrangers, and producers. A descriptive phrase can added in brackets following the transcription if that information is desired to clarify the roles of responsible agents. In subfield h, use the general material designation (GMD) term sound recording to represent sound materials, and enclose it in brackets. 9 9 During the DVL pilot project, sample records were also prepared using the general material designation [computer file]. There is interest at DTIC in revising these standardized terms (see AACR2, rule 1.1C1), and entering other terminology to represent newer formats (like [digital sound file]) instead. 245

41 Metadata Guidelines for Digital Sound p. 38 See section on use of the 246 field for additional title examples. The Stars and stripes forever (The last 32 measures) [sound recording] / J.P. Sousa. Ceremonial music [sound recording]. [Excerpt from oral history interview with Brigadier General Frank K. Everest, Jr., no. 4] [sound recording]. [Oral history interview with Major General Gerald L. Prather] [sound recording]. In place sound off, into trombones triumphant [sound recording] / D. Keller ; from the Field Musician s Manual by Captain Daniel J. Canty ; arr. Darcy. Ceremonial music The Stars and stripes forever (The last 32 measures) [sound recording] / J.P. Sousa ØaThe Stars and stripes forever (The last 32 measures)øh[sound recording]/øcj.p. Sousa ØaCeremonial musicøh[sound recording] Øa[Excerpt from oral history interview with Brigadier General Frank K. Everest, Jr., no. 4]Øh[sound recording] Øa[Oral history interview with Major General Gerald L. Prather]Øh[sound recording] ØaIn place sound off, into trombones triumphantøh[sound recording] /ØcD. Keller ; from the Field Musician s Manual by Captain Daniel J. Canty ; arr. Darcy ØaCeremonial musicøpthe Stars and stripes forever (The last 32 measures)øh[sound recording] / ØcJ.P. Sousa. 245

42 Metadata Guidelines for Digital Sound p VARIANT TITLE 246 Variant title a Title b Remainder of title i Display text Indicators: First No note, added entry 3 Second Type of title Blank None specified This field does not end with a mark of punctuation unless the ending word of the field contains a mark of punctuation. This field contains varying or alternative forms of the title that appear on the material. It is a repeatable field. Use this field in addition to the title (in the 245 field) only if it adds to the identification of the item beyond the title. This field will not commonly be used to catalog recorded sound in the DVL. The second indicator in this field can contain codes ranging from 0 through 8, which represent the type of varying title being identified. See MARC21 for a complete list of these options. To record other title variations, begin the field with the subfield i (Display text). This subfield contains a description of the source of the title when 2 nd indicator descriptions are not appropriate. When used, subfield i precedes subfield a. Stars and stripes forever 110 2/ ØaAir Combat Command Heritage of America Band / ØaCeremonial musicøpthe Stars and stripes forever (The last 32 measures)øh[sound recording] /ØcJ.P. Sousa / ØaStars and stripes forever 246